Meeting Management

Discover valuable resources that offer expert insights and guidance on the art of strategically planning and executing successful meetings, ensuring that your gatherings are not only well-prepared but also conducted with effectiveness.

This page is brought to you by the 2023 Leadership Academy class. 

Business Conference Highlight

Get a glimpse into a typical Missouri REALTORS® Business Conference for insight into the association's governance work, fundraising for RPAC, networking, and so much more!

Mock Meeting

Follow along as the individuals in this video navigate a mock meeting, exploring the diverse facets involved in organizing and overseeing effective meeting management.

Robert's Rules Quick Guide Card

Simply download, print, and keep the Robert's Rules Quick Guide Card handy with your meeting essentials for easy reference when making motions.

Jurassic Parliament

How to "Call the Question" in Robert's Rules

Learn more about the often-overused 'Call the Question' motion in Robert's Rules of Order. Explore everything you need to understand about this procedure.

Tips for Chairpersons

  1. Follow the agenda.
  2. Don't over-command.
  3. Control the flow by recognizing members to speak.
  4. Let all members speak once before allowing a member to speak again.
  5. Guide the group back when discussions move off-topic.
  6. Be respectful and insist others do the same.
  7. Properly use motions and points of order.
  8. Give every speaker your undivided attention.
  9. Allow a consensus to have final authority.
  10. Be in control of the room and your meeting if you are Chair or Vice Chair.

Robert's Rules: Making & Handling a Motion

Six Essential Steps

    1. A member makes a motion.
    2. Another member seconds the motion.
    3. The Chair states the motion to the assembly.
    4. Members debate/discuss the motion.
    5. The Chair calls for a vote or "calls the question."
    6. The Chair announces the result of the vote.

    Robert's Rules: Anatomy of a Meeting

    Hierarchy & Responsibilities

    • The Chairperson is in charge of the meeting and encourages participation by all members. This individual ensures the meeting stays on task and introduces each item.
    • Members read and understand the agenda, make motions, and respect each other's opinions and ideas.
    • The Ex-Officio sits on the board because of the office position they hold, much like an Association Executive with the Board Office.
    • Guests participate in the meeting and often contribute unique knowledge on a specific topic

    Quorum

    • A quorum, often designated in the bylaws of an organization, is a majority of voting members and the minimum number of members needed to conduct an official meeting.

    Agenda (Order of Business)

    1. Approval of the agenda
    2. Reading and approval of minutes from previous meeting
    3. Reports from special committees
    4. Special Orders
    5. Unfinished business
    6. New business

    Minutes

    • Minutes are the official record of the meeting, the topics discussed, and the results of any votes. 

    Robert's Rules: Common Actions Taken in a Meeting

    • Amending a motion: A motion on the floor may need to be adjusted for clarity, or within limits, for meaning.  In this case, any member may make a motion to amend a pending motion on the floor. 
    • Refer a motion to committee: Whether the motion needs better wording to fit the desired outcome or more research needs to be done before making a decision, referring a motion to a committee is an option.
    • Postponing a motion: It may be appropriate to postpone a motion to a later date, another meeting, or later in the current meeting. 
    • Move the previous question: A motion for the previous question is used to bring a motion on the table to an immediate vote, essentially halting debate and any amendments.  A motion for the previous question must be seconded, cannot be amended, and requires a two-thirds vote for approval.
    • Lay on the table: This motion is used when there is a pending motion, but an urgent matter needs to be addressed before the conclusion of said question. 
    • Recess: This is a short break from the meeting, typically lasting only a few minutes.  A motion to recess can be used to gather information, count ballots, or allow for informal consultation.
    • Adjourn: A motion to adjourn is used to end a meeting that does not have a definite time set to close.
    • Withdraw a motion: On the occasion that a maker of a motion wishes to withdraw it, they can withdraw the motion. If the request to withdraw is approved, the meeting resumes as if the motion was never made.
    • Suspending the rules: By suspending the rule, a member can take an agenda item and move it to the front of the line, so to speak.
    • Motion to reconsider: This motion is used to bring a matter back before the assembly for further discussion and possible action.
    • Motion to rescind: To rescind a motion, a member must make a motion to rescind during the same meeting or session in which the original motion was adopted.